DG System Manual - CHIETA · view your “DG Application”, as demonstrated above. The DG...

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1 CHIETA DISCRETIONARY GRANT APPLICATION: SYSTEM MANUAL

Transcript of DG System Manual - CHIETA · view your “DG Application”, as demonstrated above. The DG...

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CHIETA DISCRETIONARY

GRANT APPLICATION:

SYSTEM MANUAL

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Table of Contents

Computer Requirements..........................................................................................3

1. Step 1: Login/ User Registration ........................................................................3

2. Step 2: Organisation Registration/Organisation Details Update..........................................5

3. Step 3: Manage Organisations and Apply for DG...................................................................6

4. Step 4: Discretionary Grant Applications...............................................................7

5. Annexure 1: CHIETA Discretionary Grant Funding Windows..............................10

6. Annexure 2: Glossary of terms and definitions...........................................................14

7. Annexure 3: SIC Codes...............................................................................................17

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Computer Requirements

Any computer that has internet connectivity, MS Excel and PDF will be able to read and edit the

documents. It is suggested that you use the latest Internet Browser, either Internet Explorer or Mozilla

Firefox will work.

The direct DG Application system web address is www.itaware.co.za/chieta

Internet Explorer must be newer than version 6, version 8 is preferred (download

version 9 from http://www.ie9.co.za/ ) or consider downloading Mozilla Firefox

(http://www.mozilla.com/en-US/products/download.html ).

1. Step 1: Login/Register as System User

Organisations which are registered through the 2013 WSP-ATR Submission process may login

using the same user details of the SDF who submitted. If the SDF details have changed, after logging

in, he/she must click on the “My Details” tab and edit the details accordingly.

If the SDF no longer works for the organisation/has changed, the new SDF or the person responsible

for the DG Application must inform CHIETA, and complete a “SDF Registration Request” form, which

must be verified by the organisation’s senior representative before the new SDF details are updated

on the system. This form is available in the “CHIETA Documents” tab of the IT Aware system, the

CHIETA website, as well as upon request from the regional offices.

Organisations which are not already registered on the system as part of the 2013 WSP-ATR

Submission process, must register themselves on the system as follows:

SDF /Company Representative Registration:

1.1 Click on the “Register” button on the homepage

1.2 SDFs/Company Representatives will be required to submit the following detail of themselves,

which are all compulsory fields:

• Id Number or Passport Number

• Date of Birth

• E-mail

• Title

• First Name

• Surname

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• Role (SDF employed by the organisation, Contracted SDF (Consultant), IT Personnel,

Company Representative, Other)

• Name of your Organisation if you have an independent organisation

• Physical Address

• Postal Address

• Telephone (Must have 10 digits)

• Cellphone (Must have 10 digits)

• Fax

Please note that the User registration on the system is a separate process to the registration of the

organisation. The acknowledgement and activation of the SDF/Company Rep account is an

automatic process.

1.3 After submitting your User Registration, you will receive the confirmation e-mail, in the email

address you’ve registered with, which there is a link that you must click on to activate your

account. Once your account is activated, you may proceed to register the organisation for which

you are applying a Discretionary Grant.

NB: In some cases, you might not be able to activate your account by clicking on the link because

your mail server does not permit you to do so. Please copy the entire link from the email you

received, and paste it into your internet browser. Once you have done so, click enter, and you will

be logged in automatically, and your account will be activated.

1.4 As soon as you have clicked the link, you will be directed back to the system and will be

automatically logged in. This will serve as an indication that your account is activated.

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2. Step 2: Organisation Registration/Organisation Details Update

Organisations which are not registered on the system as part of the 2013 WSP-ATR Submission

process (i.e. exempt entities), must register themselves on the system.

2.1 Click “My Organisations”, then on “Discretionary Grant Submissions”, and select “Add

Organisation”.

2.2 After clicking “Add Organisation”, A Registration page

will appear where you are required to enter the following

details of your organisation:

• Organisation Name

• Address

• Description of Core Business

• Region

• SDL no (not compulsory)

• Sector

• Type of Entity

• BEE Status

• Total no. of employees

• Banking Details

• Senior Organisation Representatives details

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2.3 Once Organisation Details are completed, accept the terms and conditions by selecting the tick box, and thereafter click on “Submit”.

3. Step 3: Manage Organisations and Apply for DG

Once the organisation is registered, you may Edit the detail you have entered if you wish to

do so.

3.1 Click on “My Organisations”, then on “Manage Organisations and Apply for DG”.

3.2 After clicking “Manage Organisations and Apply for DG”, the following screen will appear

with the organisation/s that you have just registered.

3.3 Next to the Organisation Name is the “Edit” link. If you click on that link, it will open the

same Organisation Registration page as in step 2, in which you can edit any detail you wish to

update/change.

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4. Step 4: Discretionary Grant Applications

As soon as you have completed your organisation registration, you may proceed to complete

an application for Discretionary Grant Funding

4.1 Click on “Add/Manage Learning Projects”/ “Add/Manage Strategic Projects” to apply for

learner based applications and strategic projects, and the screen below will pop up in a new

window.

4.2 Organisations which submitted a 2013 WSP-ATR (which contained a PIVOTAL Training

Report) which was approved by CHIETA, you will be able to view the PIVOTAL Training Report,

which serves as a Provisional DG Application.

4.3 If you click on “Add/Manage Learning Projects”, you will be taken to the following screen

where you can view the Provisional DG Report.

4.4 After clicking “Add/View Learning Details” in the above screen, the following screen

will appear where you can start populating the DG application/view the funding

windows already applied for.

4.5 Click on “ADD A NEW FUNDING WINDOW FOR THE LEARNING PROJECT” to apply.

“Provisional Application” is a summary of the PIVOTAL Training Report submitted by the organisation from the planned learning populated in the source data template submitted by the company, and exported into section 5 of the WSP-ATR Report, as a PIVOTAL TRAINING REPORT. This application is provisional/not considered final, pending confirmation and/or relevant additional information such as learner detail information.

“DG Application” is the actual DG Application generated by the system, once all the relevant information has been completed.

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4.6 Please complete the following screen to inform CHIETA about the status of the previous DG Projects, if you

were awarded a Discretionary grant by CHIETA historically. After submitting this information, you may

continue to the screen in 4.7

4.7 Populate the following screen using the drop down lists. Where there is no drop down or

you would like to select another intervention/provider not listed in the drop down values, the

fields are left open for free text. Please do not leave any field blank, unless you’ve selected

from the drop down and the free text fields don’t apply.

NOTE: You may repeat this step for as many Funding Windows as you wish to apply

for.

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Once you have clicked on “submit”, the system will direct you to the screen where you can

view your “DG Application”, as demonstrated above. The DG Application will contain a

summary of the funding window/s you have applied for in the above screen, as well as the

organisation details and signature page. This is the same application which must be printed,

signed off and submitted to the relevant CHIETA regional office with the necessary supporting

documents.

4.7 If you wish to edit organisation details after the application is completed, please refer to

step 3. If you wish to edit your application, please refer to the following screen (which is also

presented in 4.3). The same screen shows that you may also delete funding windows which

you have applied for if you wish to do so.

NOTE: When completing this screen, use Annexure 1, which elaborates the funding

window categories and sub-categories.

Once the DG Application is completed, you may click on “submit”. This does not mean that

the application is submitted to CHIETA. You are still required to go back to the DG Application

link, which must be checked, printed and submitted to CHIETA.

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Annexure 1: CHIETA Discretionary Grant Funding

Windows

Pivotal / Non-

Pivotal Funding Category Sub Category

CHIETA Designated List

of Programmes

Non-Pivotal

(1) AET (Low level youth and adult

language, numeracy and other

foundational skills)

ABET 1

ABET 2

ABET 3

ABET 4

FLC - Operational only

2014/2015

NASCA (Adult Matric /

UMALUSI) - Operational

only 2014/2015

Bridging - HET (HET

Foundation Programmes)

Bridging - Maths and

Science (2nd Chance)

Pivotal (2) Apprenticeship

Fitter

Turner

Welder

Boilermaker

Instrument Mechanician

Electrician

Rigger

Diesel Mechanic

Motor Mechanic

Other

Pivotal (3) Learnerships - Artisan Related

National Certificate -

Turning Level 2

National Certificate -

Turning Level 3

FET Certificate - Turning

Level 4

Same as above for Fitter,

Welder, Boilermaker,

Instrument Mechanician,

Electrician, Rigger -

Exclude Diesel Mechanic

and Motor Mechanic

Other

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Pivotal / Non-

Pivotal Funding Category Sub Category

CHIETA Designated List

of Programmes

Pivotal (4) Learnerships - Non Artisan

GETC Chemical

Operations Level 1

NC Chemical Operations

Level 2

NC Chemical Operations

Level 3

FETC Chemical

Operations Level 4

NC Surface Coatings Level

3

NC Pharmaceuticals Sales

Rep Level 5

NC Automated Packaging

Level 3

NC Chemical

Manufacturing Level 2

NC Glass Forming Level 3

NC Laboratory Analyst

Level 4

NC Mobile Manufacturing

Unit Level 3

NC Gas Installations Level

2

NC Gas Installations Level

3

Other

Pivotal (5) Skills Programmes

List of CHIETA Unit

Standards

List of CHIETA

Qualifications

Other

Pivotal (6) Bursaries

National Higher Certificate Analytical Chemistry

National Diploma Biochemistry

National Certificate Chemical Engineering

Under Graduate Biomedical Technology

(Under Graduate):

National First Degree Mechanical Engineering

National Higher Diploma Polymer Technology

(Post Graduate): National

Further Diploma Civil Engineering

(Post Graduate): Honours

Degree Operations Management

(Post Graduate): Masters

Degree Electrical Engineering

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Pivotal / Non-

Pivotal Funding Category Sub Category

CHIETA Designated List

of Programmes

(Post Graduate): Doctoral

Degree Environmental Science

(Post Graduate): Post

Doctoral Degree Industrial Engineering

Bachelor of Science in

Engineering

Other

Pivotal (7) Work Integrated Learning

Placement for Workplace

Experience - UoT Analytical Chemistry

Placement for Workplace

Experience - University Biochemistry

Placement for

Employment - UoT Chemical Engineering

Placement for

Employment - University Biomedical Technology

Mechanical Engineering

Polymer Technology

Civil Engineering

Operations Management

Electrical Engineering

Environmental Science

Industrial Engineering

Bachelor of Science in

Engineering

Other

Placement for Workplace

Experience - FET Electrical Engineering

Placement for

Employment - FET

Engineering and Related

Design

Civil Engineering and

Construction

Other

Pivotal (8) FET College Lecturer

Development

Senior Management

Development

Artisan Related Practical

Training

Fitter

Turner

Welder

Boilermaker

Instrument Mechanician

Electrician

Rigger

Diesel Mechanic

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Pivotal / Non-

Pivotal Funding Category Sub Category

CHIETA Designated List

of Programmes

Motor Mechanic

Other

Occupational Trainer

Development

Occupational Directed

Education and Training

Practitioner Level 4

Occupational Directed

Education and Training

Practitioner Level 5

Infrastructure Tools and Equipment

Pivotal (9) RPL - Artisan Related

Fitter

Turner

Welder

Boilermaker

Instrument Mechanician

Electrician

Rigger

Diesel Mechanic

Motor Mechanic

Other

Pivotal (10) RPL - Non Artisan

GETC Chemical

Operations Level 1

NC Chemical Operations

Level 2

NC Chemical Operations

Level 3

FETC Chemical

Operations Level 4

NC Surface Coatings Level

3

NC Pharmaceuticals Sales

Rep Level 5

NC Automated Packaging

Level 3

NC Chemical

Manufacturing Level 2

NC Glass Forming Level 3

NC Laboratory Analyst

Level 4

NC Mobile Manufacturing

Unit Level 3

NC Gas Installations Level

2

NC Gas Installations Level

3

Other

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Annexure 2: Glossary of terms and definitions

Bursary means the financial support given to a non-employee, usually a school leaver or youth, to enrol in a

further or higher educational institution. The organisation may or may not employ the student on completion

of the studies.

Certificate of Competency gives an indication of a candidate's status and ability to assume legal responsibility

for the operation of and the safety of occupation-specific equipment and related outputs in a specific

occupation.

Contractor refers to persons who are not employees of the company submitting the WSP-ATR to the CHIETA,

but who work at the premises under the control of the company. They are not on the post structure of the

company and thus excluded in employee reports.

Consultation means that parties engage in a thorough and meaningful joint consensus seeking process.

DHET refers to the Department of Higher Education and Training.

Employee - Any person, excluding independent contractor, who works for another person or for the State and

who receives, or is entitled to receive, any remuneration; or any person who in any manner assists in carrying

on or in conducting the business of an employer. Please note for purposes of the WSP-ATR this includes

apprentices and 18.2 learners as they have a contract of employment (interns, 18.2 apprenticeships, graduate

development programmes).

Learnership refers to a learning programme where the learner spends some time learning theory and some

time learning practical skills in a workplace. It leads to a qualification registered on the NQF.

Learning Programme means a structured set of learning offerings and related assessment and attainment

requirements.

National Artisan Moderating Body (NAMB) means the body to be established as specified in section 26A of

the Skills Development Act (Act 97 of 1998) as amended in 2008; this body is the QCTO’s assessment Quality

Partner for all listed trades.

National Occupational Pathway Framework (NOPF) means a framework which clusters occupations and

groups of related OFO occupations across different levels of the NQF and across different Major groups to

inform learners of potential progression pathways and to assist occupational qualification developers to lay

the foundation for vertical progression when developing individual qualifications.

Non-Levy Paying Enterprises (NLPEs) are enterprises with an annual turnover below R5

million and are either formally registered or non-registered enterprises that are not required to pay the skills

development levy.

Non-SA - Non South Africans are employees who have citizenship of any country other than South Africa. A

person with dual citizenship is considered South African.

Occupational qualification means a qualification developed under the auspices of the QCTO;

Occupational Qualifications Framework (OQF) means the sub-framework for trades and occupations

contemplated in Section 4 of the NQF Act.

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Organising Framework for Occupations (OFO) means the occupational classification system used by the

Department of Higher Education and Training as a reference for developing SSPs and to capture scarce and

critical skills.

PIVOTAL means professional, vocational, technical and academic learning programmes which are defined by

the SETA. Please refer to relevant annexure for a list of CHIETA defined PIVOTAL Programmes.

People With Disabilities PWD - means people who have a long-term or recurring physical or mental

impairment, which substantially limits their prospects of entry into, or advancement in, employment, and who

require an employer to make changes within reason to accommodate disabled people in the workplace.

Practical Training means a work placement opportunity provided to a non-employee, who is also not a bursary

student, to complete a mandatory part of a further or higher education programme in the workplace. The

organisation may or may not employ the student on completion on the practical training. Note that if you are

paying for a person's studies, and they do practical training as part of those studies, then they are considered a

BURSARY STUDENT. If you only offer students a place for practical work experience, then they are considered

a PRACTICAL TRAINING CANDIDATE.

Pre-ABET Learning - is a course that functions as a bridging module, providing learners with the very basic

skills of reading and writing in preparation for their move to ABET1.

QCTO means the Quality Council for Trades and Occupations established in terms of section 26G of the Skills

Development Act (Act 97 of 1998) as amended in 2008.

Refresher Training - The need for refresher training and the intervals between such training are determined by

the Employer after consulting with the Health and Safety Committee. Please include anticipated returns from

annual leave. However refresher training also includes cases where after a specified period of time regulations

require a person to be re-licensed as competent, such as the driver of a self-propelled machine.

SAQA means the South African Qualifications Authority established in terms of Section 3 of the SAQA Act.

Scarce Skills refer to those occupations in which there is a scarcity or shortage of qualified and experienced

people. This scarcity can be current or anticipated in the future, and is usually due to the fact that either

people with these skills are simply not available, or they are available but they do not meet the organisation’s

employment criteria.

Sector Skills Plan (SSP) means the framework within which the SETA identifies key priority and critical skills

development trends, objectives and priority areas. This is based on a labour market analysis approach

concerning the supply and demand of skills.

Short Courses exclude one-day workshops or attending conferences and seminars. Although the learning

could be structured and can lead to specific outcomes, it is not credit bearing. Short Courses are associated

with ‘just in time’, and ‘just enough’ learning to meet specific needs in workplace environments.

Skills Audit means identifying the skills and knowledge (both used and latent) held by existing staff.

Skills Development Act (SDA) means the Skills Development Act (Act 97 of 1998) as amended in 2008.

Skills Development Facilitator (SDF) refers to the person that is responsible to assist organisations with the

management and related reporting of their skills development activities.

Skills Development Related Community / Social Programmes means a skills development programme run for

the benefit of the broader community, generally as part of the organisation's corporate social investment

programme or Social and Labour Plan (SLP) Local Economic Development (LED) commitments.

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Skills Programme

• is occupationally based;

• when completed, will constitute a credit towards a qualification registered in terms of the

National Qualifications Framework as defined in section 1 of the South African Qualifications

Authority Act; 40

• uses training providers referred to in section 17(1)(c); or

• complies with the prescribed requirements.

Study Assistance is financial support given to an existing employee to enrol in a further or higher educational

institution, to enable the employee to further his/her formal education.

Total Training Cost refers to legitimate expenses incurred in any programme offered by a Measured Entity (i.e.

a company) to the Employees substantiated by an invoice or appropriate internal accounting record.

Legitimate training expenses include: cost of training material, cost of trainers, course fees, where appropriate,

the cost to the Measured Entity of employing a Skills Development facilitator or a training manager.

Workplace Experience: Some occupations require people to work in a specific environment for a specific

period or for completion of specific outputs as part of obtaining designations or registration. Typical

occupations requiring work experience before designations or professional registrations are awarded are in

the medical, legal, journalism, accounting and engineering fields.

Workplace Learning: Occupational qualifications has workplace learning modules which requires the learner

to perform specific outputs in the work environment, which is defined in the learning programme and signed

off or recorded in a formal document, usually referred to as a logbook. Work experience is different to

practical experience in that practical experience could be simulated, whereas work experience is actual work

that needs to be performed under prescribed conditions.

Workplace Skills Plans and Annual Training Report (WSP-ATR) refers to the document submitted by

organisations on an annual basis that indicates the Workplace Skills Plans for coming year and the Annual

Training Report reflecting all training done or managed by the organisation.

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Annexure 3: SIC Codes